EBA TIP SHEET 1a: Adobe PDF Document Management Creating, Optimizing, and Reducing PDFs (Rev.:5/15/15)

Transcription

1 EBA TIP SHEET 1a: Adobe PDF Document Management Creating, Optimizing, and Reducing PDFs (Rev.:5/15/15) This EBA Tip Sheet provides supplemental support for Adobe XI Pro users on Microsoft OS and is intended to aid in the proper management, use, and transfer of files between different document management systems. Summary Proper files are those documents that are competently created, reasonably sized, and easy for end-users to download, manage and share. To create proper files, users should: - Make sure source documents are reasonably sized (particularly photography) - Use care with tools such as Adobe Acrobat and commands such as Save As, Print to and Optimize PDF and Reduce PDF - Set PDF printing preferences that support proper files Source Documents Proper PDF file management begins with good management of source documents (e.g., JPG images, Microsoft Word in.docx or.doc format, Excel in.xlsx format), followed by proper preparation of Adobe PDF files, as outlined in these essential links: Image/Photograph Re-Sizing An optimal-sized PDF starts with optimal-sized images. The resolution of the camera should be set to the lowest resolution (e.g., <1MP; <4 x6 ; or quality ). If a higher resolution is used, over-sized files can be easily reduced using the free Windows Essentials Photo Gallery Resizing tool (consult with your company IT Professional prior to installation). This software can render JPGs that are lower size, such as, for example: ~50KB for commercial inspections and ~25KB for residential inspections. Installation files:

2 Install only the Photo Gallery tool (unless you have need for the other Add-Ins): To launch: Ctrl+Right-Click on a photograph and Open With Windows Live Photo Gallery : Within Photo Gallery, Edit Resize: Select a size and select Max dimensions of 640 for commercial inspections and 320 for residential inspections: 2

3 All images should be resized, including signatures/initials, photographs, and document scans. Photo Gallery reportedly works on all Windows platforms. Several third-party (i.e., non-microsoft) tools are also available, such as: Note that Microsoft Picture Manager is installed by default on most computers, and may be used as an alternative to Windows Photo Gallery. The program is not as dynamic as Photo Gallery but will serve the purposes described in this document. To launch: Ctrl+Right-Click on a photograph and Open With Microsoft Office Picture Manager, or follow the path below. Edit Resize Select Web - Large for commercial inspections needing detail, and Large for residential inspections: Be careful with MS Picture Manager! Make sure you Save As with a new file name, after Resizing, or you may overwrite your original photograph as you close (yep; been there!). Also, the batch Resizing feature is a little clumsy and probably should be avoided. Adobe PDF Printer Driver The Adobe PDF printer driver is a virtual printer but should be configured just like a conventional printer. The User should establish and maintain local print driver settings for Adobe PDF in order to avoid bloated files sizes. Default settings are often not optimal and they should be changed. 3

4 To access the Adobe printer configuration panel: Office Button Devices and Printers Adobe (Right-click) Printing Preferences Adobe PDF Settings (tab) Add a profile or Edit an existing profile. Establish a personal Adobe PDF Document Preferences Profile. Set your printer settings to your preference: e.g., "Maximum Object Compression"; No back-compatibility; 250 dpi; and Optimized for web view. 4

5 Name and Save the profile (example: EBA-RMC ), and re-open Adobe Acrobat to confirm the Default Settings depicts the newly-created personal profile: Creating the PDF The following is a list of common challenges in competently preparing a PDF: Generate the PDF from Adobe Acrobat Standard (or Professional), not the Adobe Distiller. It is critical that the PDF be created with Adobe 7.4 (or later) as a searchable file. The PDF should be free of any Encryption or password protection. Protected files prevent users from using some functions, such as the ability to cut and paste sections from the PDF into forms, spreadsheets and memos. Do not create the PDF from a scanner, as this tends to increase file size substantially (unless the User has advanced knowledge in Hidden Text control). Do not print the file as an image, because that will convert the file to a raster image, which tends to increase file size substantially and make the file unsearchable. Un-check the Print as Image option; see screen view below. Bloated PDFs can often be Re- Printed" or Optimized and subsequently "reduced by applying the processes described below. Running the process more than once does not alter the file beyond the initial compression (so try it!). Also, the reduction tool can be used as a batch application ( Apply to Multiple button.. middle button above). See the results of using both methods: Save As / Re- Printing and Optimizing followed by reduction, below. In this case, both methods performed equally: 5

6 Method 1: Saving a PDF from MS Word Test your system configuration: From the MS Word File tab: Save as Adobe PDF. Check the file size of the resulting PDF file It should result in a PDF of smaller data size. With older versions of Adobe, lacking the Save as Adobe PDF feature, you may Re- Print to apply your new profile settings, however, be sure to carefully review the resulting fidelity of any imagery when using this option. Method 2: Re- Printing an Existing PDF If starting with a previously-prepared bloated Adobe PDF, use the Save As - Adobe PDF process. For older versions of Adobe that may not have the Save As - Adobe PDF feature, it is often possible to reduce the file size by regenerating (Re- Printing ) the PDF. Use Re- Print: - Adobe PDF to apply your new profile settings, however, be sure to carefully review the resulting fidelity of any imagery when applying this method. 6

7 Method 3: Optimizing a PDF The Optimize PDF function may be beneficial for documents that were initially scanned or photographed to create the PDF (like Agency File Reviews). While Save As Other or Printing / Re- Printing is the primary method for processing MS Word documents and most existing PDFs, if this method does not produce the anticipated results, try the Optimize Method. For text, a target file size of <45KB per page (1MB = 1,024KB) should be observed. With either Re- Printing or Optimizing, follow with the Save-As command and rename each time the Adobe file is modified, as Adobe tends to layer changes over the prior file, and hence the file size can increase each time it is saved unless this step is skipped (i.e., by using the Save-As command, excess data is deleted). 7

8 Method 4: Reducing a PDF After following methods 1, 2, or 3, use the file Reduced Size PDF Tool after saving the new PDF, to further reduce the PDF file size by ~25%-50%. Before committing to using this method, confirm that applying this feature does not deteriorate the fidelity/clarify of the images by applying to a test file or use a temporary file name so you can evaluate the results. Follow the "Reduced Size" path below (for Adobe 7.4: File Reduce File Size; Adobe 9.0: Document Reduce File Size). 8

9 Select the most-current Acrobat Compatibility if you know the recipient (bank) is on the mostcurrent version of Adobe, otherwise consider: Retain Existing or a version from the pull-down. Working with Documents from 3 rd Parties 3 rd party research documents such as ASTM/AAI Government Records Reports, Aerial Photography, and Fire Insurance Maps are usually distributed as PDF files. When integrating these files into a final Phase I PDF, users should be aware of the following issues: Maintaining document navigation tools contained in the reports Managing the size of the files Managing the resolution and quality of the imagery The overall number of pages and the amount of information contained in the files In order to help provide the most utility for researchers, many database and content companies include navigation tools in their PDF documents, for example, bookmarks on the side panel, hyperlinks in the body of the report, links to attached files or layers on the maps. To maintain those navigation tools, avoid Printing to PDF if the document is already in PDF format, because that command often strips out the navigation tools built into the original PDF file. The Save As functions usually keeps the navigation tools in place because save as PDF is not a conversation process. Navigation can also be impacted by how users create the final document using Adobe Acrobat Pro. Usually, the best method is to start with a base PDF, then use the insert pages function to append PDFs to the main file, usually at the end. Order of operation can actually have an impact on how bookmarks are added to the side panel. If you want to keep the original PDF bookmarks and navigation tools, but make sure they indent correctly as a sub section, you can hold down control on the keyboard, click all of the bookmarks you want to indent, and then indent them all simultaneously by dragging them over. Adobe Acrobat Pro also has an attachment function. The attachment function enables you to build a PDF with attachments that are included in the single PDF, but as separate files. Also consider that some data and content companies offer summary sections of the report that (with the advice of the lender) may be used to shorten the length of the final PDF. 9

10 General Tips Understand image formats and sizing. Consider the table below; 250dpi has been used for discussion purposes, however, to maintain scalability of aerials and maps, 600dpi (8-bit color) is likely more appropriate. Also, consider: Reducing/Optimizing the individual components of a report with appropriate settings (i.e., narrative, plates/figures, aerials, database), and then binding into a final PDF. Delivering imagery in reports at a lower dpi and making higher resolution available upon request. To maximize system performance for Adobe, consider the following (after reviewing with your company IT Professional): Make sure updates for all system software has been installed (Adobe, Windows, Office). Do not install Adobe Standard/Pro and Reader on the same computer (there could be significant conflicts; see Acrobat Blogs and Help). It should be noted that uninstalling Reader may not be enough; Reader often as has to be manually ripped from the Windows Registry to restore full function to Adobe Standard/Pro (A relatively simple task for your IT Professional). Remove Adobe Quick Launch from Startup; and related pieces from the Boot/Configuration. If you receive an error message when trying to Download PDF from certain Government websites or while trying view a PDF embedded in an HTML , the following may fix the problem: launch Adobe: Edit Preferences Internet un-check Display PDF in browser and then Save, Close, and re-launch Adobe (and the website). Take care in managing and protecting the Adobe Plug-Ins (Plug-Ins allow Adobe to communicate with other programs; see below). Also, explore the Repair Acrobat Installation tool and Check for Updates. 10

11 Do you archive s to PDF? The Adobe PDF generator Plug-in/Add-In to Outlook Mail should also be configured per your new Preferences. The Adobe PDF generator Plug-in/Add-In to MS Word should also be configured per your new Preferences (Office 2010 below; but prior versions are very similar): 11

12 Challenges Note that PDFs should not be embedded in Excel Workbooks, as this will often interfere with the compression. PDFs can be converted to unbundled JPGs using the Adobe Save As feature. The resulting JPGs can be resized. Printing of sticky note and comments that users have entered into a PDF document is possible. The Adobe Acrobat Help files and Blogs provide descriptions on how to accomplish this: Print pop-ups To print your comments as sticky notes on the page: 1. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). 2. Select Commenting. 3. In the Commenting pane, select Print Notes And Pop-ups. 4. Click OK. 5. In the Print dialog box, choose Document And Markups from the Comments And Forms menu. Your pop-up comments will be visible in the Preview pane. 6. Click OK or Print. 12

13 Print comments summary A comments summary is a separate PDF file created from a compilation of the comments in your document. To print a comments summary: 1. Choose File > Print. In the print dialog box choose Summarize Comments, or Select Comments > Print With Comments Summary (Shortcut CTRL+T). 2. Choose a layout and other desired options. 3. Click OK. 4. In the Print dialog box, click OK or Print. Note: To preview your comments before you print, choose Comments > Summarize Comments. Avoid installing Adobe Standard and Adobe Reader on the same machine; this seems to really cause problems on older machines. Reader should not just be uninstalled but rather must be ripped from the Registry. The use of Adobe Distiller or Non-Adobe PDF generators should only be done under the supervision of highly qualified IT professionals, as these tools are very advanced and can create PDFs can cause a variety of down-stream problems such form instability, form rotation, and unsearchable objects such as images replacing embedded documents. 13

14 Excel 2010 Image Compression Once the images are properly sized (~50KB) and placed in the Workbook, invoke image compression. Right-Click any photograph: Picture Tool Format Compress Pictures Delete Cropped Area + Automatically + 96 dpi. Each time a photograph/image is modified, the compression must be re-invoked on "All pictures in document" (see below). Also, note that Office 2000 does not have this compression feature. It should also be noted that PDFs should typically not be embedded in Excel Workbooks, as this will often interfere with the compression. PDFs can be converted to unbundled JPGs using the Adobe Save As feature. The resulting JPGs can be resized as detailed above. Author: Dennis P. Firestone, RG, REM Managing Director CBRE, Inc. Assessment & Consulting Services 2415 East Camelback Road Phoenix, AZ T F C dennis.p.firestone@cbre.com CBRE ACS National SOQ vcard Contributor: Gregory J. Doyle, LEEP AP Senior Business Systems Analyst IVI Assessment Services, A CBRE Company 70 West Red Oak Lane White Plains, NY T F gregory.doyle@cbre.com (END OF DOCUMENT) 14